Meeting is expensive, time is precious, and having many people is one room is costly by any measurement. Finding new ways to hold fewer more effective meetings is critical for the company’s success.
A good meeting concludes important information to help the team make right decisions and shape the direction of company to success. Here are effective tips for productive meetings and to ensure they aren't time-wasters.
Set and Send Agenda in Advance
Send out an agenda at least 24 hours prior to the meeting. Make two things clear: how long the meeting will run and what topics it will cover and stick to both. When everyone knows ahead of time what topics will be discussed and how long there is to discuss them, you will have a much more productive block of time.
Start on Time
If you don’t start your meetings on time, chances are you won’t end on time. This strict time rule needs to happen at the highest levels of the company. If you can start on time with the first meeting of the day and respect the end time, you set a culture where the importance of people’s time is highly valued.
Only Invite the Right People
It is important to have the right people in the right meetings for the right reasons. When you think about the value of time and the people in the room, meetings are a very expensive endeavor. Put some thought into the meeting roster and make sure everyone there has a clear role and purpose. Keeping your meetings with small of participants eliminates potential distractions and uses your company’s structure more efficiently.
Determine time limit for each topic and stick to them. If something comes up that’s not on the agenda, reschedule it for discussion at another time. Leave your mobile on silent and keep it out of sight.
Use Meeting Time for Decision-making
Gathering information should always be performed in advance. Ask the participants via email and bring the responses to the meetings. By the time everyone is informed, the team can discuss or debate for important issues and create a clear plan of action instead of wasting time to talk about such things you can all do beforehand.
Switch up Your Environment
Changing location can stimulates new ideas and innovation to the participants of the meeting. Having an outside or lunch for the meeting could be more exciting, interesting and less yawning.
Keep Track of Important Insights
Delegate someone who will record all important input that your team shares during each meeting, so that you can look back on your team’s ideas. Send a follow-up email in bullets, with the most important thoughts, and your plans for future implementation.
Following these simple reminders are surefire ways to making your meetings more productive, effective and making your business more successful.